Assistant Coordinator

Legal Assistant Coordinator

The Legal Assistant Coordinator is a critical operational and compliance role within the Risk Management and Legal support functions, responsible for adherence to court-mandated deadlines, regulatory requirements, and corporate legal obligations. The position plays a key role in the intake, tracking, and calendaring of legal matters, including lawsuits, assisting with subpoena compliance, and regulatory reporting deadlines. This role ensures that statutory and court-imposed deadlines are met, mitigating the risk of sanctions, penalties, and adverse legal outcomes. The role also provides key legal administrative support for the Risk Management Department as a whole.

Essential Functions:

• Responsible for the intake, docketing, and calendaring of litigation matters, including lawsuits, pleadings, court deadlines, and trial dates, and coordinating assignments to outside counsel. Maintain litigation calendars, case status reports, claims closures, and a tickler system to ensure timely compliance with court deadlines. Receive, log, and track incoming legal matters; accurately calendar deadlines and litigation milestones; monitor active cases for compliance; escalate deadline risks; and collaborate with Legal, Claims, and outside counsel to maintain visibility into case status and required actions.
• Coordinate Medicare reporting compliance, subpoena response processes, and the procurement and renewal of fleet ship certificates, all of which carry significant legal and financial exposure if not properly managed. This role requires a high level of accuracy, confidentiality, and accountability, directly supporting the company's compliance posture and risk mitigation strategy. Support adherence to court orders, statutory obligations, and regulatory reporting requirements, including Medicare Secondary Payer (MSP) quarterly settlement reporting, ensuring timely and accurate submissions to avoid statutory penalties. Assist with subpoena intake, tracking, and coordination to ensure complete and timely responses, mitigating the risk of court sanctions, and maintain comprehensive documentation to support compliance and audit readiness.
• Exercise a high degree of confidentiality, discretion, and professionalism in handling sensitive legal, financial, and claims-related information. Provide administrative support to the Risk Management and Legal teams, including data collection, report generation, and document preparation. Coordinate meetings, prepare materials, track action items, and follow up to ensure timely completion. Manage international and domestic travel logistics and expenses. Create and maintain organizational charts, departmental reporting tools and other resources that support operational efficiency and informed decision-making.
• Serve as the backup coordinator for evidence preservation, partnering with shoreside and shipboard Security teams to ensure the timely preservation of CCTV footage and physical evidence from shipboard investigations to support tracking, retrieval, and management of evidence to mitigate spoliation risks and maintain compliance with legal and regulatory obligations. Coordinate with internal stakeholders, including IT, operations, and vessel teams, to facilitate effective preservation efforts, and maintain accurate logs, records, and documentation related to evidence management, retention, and compliance processes.
• Time card administrator for the department. Responsible for approval of time cards for payroll purposes and accurate entries of PTO, Sick time and other time off entries for the department's employees.
• Act as the department coordinator for legal holds and document retention requirements, ensuring compliance with applicable policies and protocols. Monitor claims, litigation, and compliance mailboxes and route communications appropriately. Sort, distribute, and track internal and external correspondence to maintain organization, accountability, and timely follow-up.
• Support onboarding and offboarding of employees by coordinating equipment requests/return of equipment, responsible for coordinating set up/cancellation of PNC accounts, mobile accounts, etc. Provide coverage for other support staff in the department when they are out of office.

Knowledge, Skills & Abilities:

• Scope: CCL and Corporate collaboration.
• Problem solving: Provide legal administrative support services with a strong focus on compliance and problem-solving, including managing the coordination of large-scale virtual meetings and responding to inquiries. Collaborate with the IT Help Desk and shipboard teams to proactively identify and resolve logistical and compliance-related issues, ensuring seamless operations and adherence to company and statutory standards.
• Impact: This role is integral to the company's legal and regulatory compliance framework. Failure to execute responsibilities accurately and timely could result in: missed court deadlines and adverse rulings, court sanctions, fines, or default judgments, regulatory penalties related to Medicare reporting violations, spoliation sanctions due to improper evidence handling, reputational and financial risk to the organization. This role administers department programs and procedures with a strong emphasis on accuracy, consistency, and adherence to legal compliance standards.
• Leadership: Collaboration with the legal team.

Qualifications:

• Associates Degree in Administration, Legal Administrative Support, or similar
• Bachelor's Degree - preferred
• Ability to communicate confidently at the highest levels and build effective internal and external relationships.
• Legal Administrative support experience with 3 5 years of legal experience and demonstrated accomplishments.
• Proficient in Microsoft Office Products (Outlook, Word, PowerPoint, Excel, Teams, etc.)

Travel No or very little travel likely

Work Conditions: Work may require employee to work inside and/or outside with exposure to changing climate and/or operate machinery.

Physical Demands: Must be able to remain in a stationary position at a desk and/or computer for extended periods of time. Occasionally walk for an extended amount of time during dry dock period.

This position is classified as "in-office." As an in-office role, it requires employees to work from a designated Carnival office in South Florida Monday through Thursday each week. Employees may work from their homes on Fridays. Candidates must be located in (or willing to relocate to) the Miami/Ft. Lauderdale area.

Offers to selected candidates will be made on a fair and equitable basis, taking into account specific job-related skills and experience.

At Carnival, your total rewards package is much more than your base salary. All non-sales roles participate in an annual cash bonus program, while sales roles have an incentive plan. Director and above roles may also be eligible to participate in Carnival's discretionary equity incentive plan. Plus, Carnival provides comprehensive and innovative benefits to meet your needs, including:

• Health Benefits:
• Cost-effective medical, dental and vision plans
• Employee Assistance Program and other mental health resources
• Additional programs include company paid term life insurance and disability coverage
• Financial Benefits:
• 401(k) plan that includes a company match
• Employee Stock Purchase plan
• Paid Time Off:
• Holidays All full-time and part-time with benefits employees receive days off for 8 company-wide holidays, plus 2 additional floating holidays to be taken at the employee's discretion.
• Vacation Time All full-time employees at the manager and below level start with 14 days/year; director and above level start with 19 days/year. Part-time with benefits employees receive time off based on the number of hours they work, with a minimum of 84 hours/year. All employees gain additional vacation time with further tenure.
• Sick Time All full-time employees receive 80 hours of sick time each year. Part-time with benefits employees receive time off based on the number of hours they work, with a minimum of 60 hours each year.
• Other Benefits:
• Complementary stand-by cruises, employee discounts on confirmed cruises, plus special rates for family and friends
• Personal and professional learning and development resources including tuition reimbursement
• On-site Fitness center at our Miami campus